Privacy Policy

Ashley James Medical (Pre-Hospital Emergency Care)

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1. Introduction

Ashley James Medical (“we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information in accordance with the law.

This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website or use our services.

We are registered with the Information Commissioner’s Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. Who We Are

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Ashley James Medical (Pre-Hospital Emergency Care)
Registered address: 27A Pearson Road, Arundel, West Sussex, BN18 9HP, England, UK
Email: info@ashleyjamesmedical.org.uk
Website: www.ashleyjamesmedical.org.uk
Telephone: (as listed on our website)
ICO Registration Number: ZB978840

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3. Information We Collect

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We may collect and process:

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a. Information you provide directly:

• Name, contact details, and correspondence information

• Event, booking, or service details

• Payment and invoice details

• Employment or training details (where applicable)

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b. Automatically collected information:

• IP address, browser type, device information, and website usage statistics

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c. Special category (sensitive) data:
Where we provide medical care, we may collect health-related information such as patient history, treatment provided, and clinical outcomes.

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4. How We Use Your Information

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We use your information to:

• Deliver and manage medical, consultancy, or operational services

• Respond to enquiries and process bookings or invoices

• Maintain accurate records and fulfil legal or insurance requirements

• Improve service quality, safety, and operational performance

• Comply with our professional and regulatory obligations

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5. Lawful Basis for Processing

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We process personal and medical data lawfully under Articles 6 and 9 of the UK GDPR, on the following bases:

• Contractual necessity – to deliver the service you request

• Legal obligation – to meet statutory and healthcare requirements

• Legitimate interests – to manage operations effectively

• Vital interests – to protect life in emergency situations

• Consent – for specific, voluntary purposes such as non-essential communications

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You may withdraw consent at any time by contacting info@ashleyjamesmedical.org.uk.

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6. Sharing Your Information

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We do not sell or rent your personal data.

We may share limited data with:

• Healthcare professionals involved in patient care

• Our insurers, auditors, or regulators for compliance and governance

• Payment processors or IT providers under strict confidentiality agreements

• Law enforcement or statutory authorities when legally required

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All third-party processors are GDPR compliant and maintain robust data security.

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7. Data Storage and Security

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We use encrypted, password-protected systems and locked physical storage accessible only to authorised staff.

Our website and communications systems are SSL secured.

All information is protected against unauthorised access, alteration, or disclosure.

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8. Patient Records and Retention of Sensitive Information

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8.1 We are legally required to retain Patient Report Forms (PRFs) and related clinical documentation that contain special category (sensitive) health information.

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8.2 These records are retained securely for a minimum of seven (7) years from the date of service provision, or longer where required by NHS or statutory guidelines.

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8.3 We retain such records to:

• Comply with legal and professional record-keeping requirements

• Support potential investigations, insurance, or legal proceedings

• Respond to Subject Access Requests (SARs) or information requests from patients or lawful representatives

• Maintain clinical governance and audit integrity

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8.4 After the retention period expires, all paper records are cross-shredded and incinerated, and all digital records are securely erased using certified data-destruction protocols.

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9. Safeguarding and Disclosure Without Consent

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9.1 As a healthcare provider, we have a statutory and ethical duty to safeguard children, young people, and vulnerable adults.

 

9.2 We may share information without explicit consent if:

• There is an immediate or serious risk to life or safety;

• There are reasonable grounds to suspect abuse or neglect;

• Disclosure is required by law, court order, or safeguarding duty; or

• It is necessary to cooperate with police, healthcare, or local authority services to protect individuals from harm.

 

9.3 All such disclosures are limited to the minimum relevant information and made in accordance with the Caldicott Principles, UK GDPR Article 9(2)(c), and Article 9(2)(g) (substantial public interest).

 

9.4 Where appropriate, we will inform the person concerned after disclosure unless doing so would increase the risk of harm or interfere with an ongoing investigation.

 

10. Data Retention (General)

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• General enquiries: retained for up to 12 months

• Bookings, invoices, and operational records: 7 years

• Medical and patient records: 7 years minimum, or longer where required by law

 

11. Website Cookies & Security

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11.1 Our website, www.ashleyjamesmedical.org.uk, uses cookies to enhance functionality and user experience.

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11.2 Cookies are small text files stored on your device. We use them to:

• Monitor website performance and analytics (via Google Analytics)

• Improve page loading times and navigation

• Remember preferences and enhance usability

 

11.3 You can disable or delete cookies via your browser settings at any time.
By continuing to use our website, you consent to the use of essential and analytical cookies as described.

 

11.4 Our website is protected by SSL (Secure Sockets Layer) encryption, ensuring that any data you send through forms or secure pages is transmitted safely and cannot be intercepted.

 

12. Your Rights

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Under the UK GDPR, you have the right to:

• Request access to your personal data (Subject Access Request)

• Request correction or deletion of inaccurate data

• Request restriction or objection to processing

• Request a copy of your data (data portability)

• Withdraw consent at any time (where applicable)

 

Requests should be made by emailing info@ashleyjamesmedical.org.uk. We aim to respond within 30 days of receipt.

 

If you remain dissatisfied, you can contact the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Telephone: 0303 123 1113

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13. Data Transfers Outside the UK

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We store data primarily within the UK. If any information is transferred outside the UK (for example, via secure cloud providers), it is done under legally approved safeguards such as Adequacy Decisions or Standard Contractual Clauses.

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14. Links to Other Websites

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Our website may contain links to external websites for information purposes. We are not responsible for their privacy practices or content. You should review their privacy policies before submitting any personal data.

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15. Updates to This Policy

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We may update this policy from time to time to reflect changes in law or our practices. The latest version will always be displayed on our website with an updated revision date.

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16. Contact Us

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For any privacy or data protection queries, please contact:

Data Protection Officer
Ashley James Medical (Pre-Hospital Emergency Care)
Email: info@ashleyjamesmedical.org.uk
Address: 27A Pearson Road, Arundel, West Sussex, BN18 9HP, England, UK

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© Ashley James Medical (Pre-Hospital Emergency Care) – All Rights Reserved
ICO Registration Number: ZB978840

Last updated: November 2025

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